Private Client Services (PCS) User Manual

Transcription

1 Private Client Services (PCS) User Manual 1950 Mayfair Gardens. Victoria, BC, V8P 5T Fax (250)

2 Table Of Contents What is Private Client Services (PCS)? Getting Started Editing a Clients Information Create a Private Client Website Multiple Searches for a Single Contact Notification/Acitvation s Clients View Queing Client Notification Client View for REALTORS FAQ

3 Private Client Services (PCS) What is Private Client Services? Private Client Services (PCS) allows realtors to quickly and easily create private websites for clients, containing customized listings based on individualized searches. PCSPro (optional) also enables realtors to easily create customized websites and allow prospects to enter their contact information, sign up for automated notification of new listings, changes, sales and open houses. As matching listings are added or changed, clients are instantly and automatically notified. REALTORS setup clients and enter/save search and contact information. PCS can work automatically or queue the search results. The queue option is used to preview and manage listings before releasing to the client. Once PCS is setup, the client is automatically notified that new or changed listings are available and a link to their private website is provided by . When the client has accessed the site and reviewed the listings, an automatic notification will be sent as any new listings are added or changes are made to the system. No additional notifications will be sent until the client has viewed the website. The notifications are then re-set and the cycle begins again. Page 1

4 Getting Started Open INTERFACExpress. Go to the Clients Tab. The Welcome message will display. Once a client is added to the contact list, this message will no longer display. The legend at the bottom of the page defines the Status icons the status of each client search entered will be displayed to the left of each contact in the Status column. After reading the message, click Create a New Client to begin.once the client information is entered, click Save to add the entry to the Contact List. If you exit this form without saving, a confirmation message will appear. Each subsequent time the Clients tab is displayed, the default view will be the Contact List. Click the Contact List button to return to the list at any time. A message window will appear, to confirm that you wish to leave without saving your work. Click OK or Cancel. Cancelling the message will keep you on the General tab; clicking OK will take you to the Contact List. Enter the client s name(s). The Contact can be saved with a minimum of one First name; a message appears to confirm that this record should be saved with no additional information or search criteria. Additional addresses can be entered on the PCS Settings tab. The PCS contacts can be used as a webbased address book with no search criteria. Click on Show/Hide Additional Fields to display the form for Mailing Address and Contact Numbers. These contacts will be displayed with the icon, indicating Non-PCS Client. INTERFACExpress Clients Tab PCS General Tab Page 2

5 Getting Started Client Status / Resulting Permission Non-PCS Client Client contact information has been entered but no search has been associated with this contact record. Active PCS Client Search criteria has been entered and saved Inactive PCS Client Client contact information has been entered but no search is being run (useful for restricting the volume of during a long holiday or hiatus in homebuying activity); search criteria are saved but not running. Editing a Client s Information Go to the Clients tab. Click on the client s name to open and view their contact information. Click on the required link and make any appropriate changes: General/Basic - you can edit some or all of the fields for this record. Once you have finished your additions/changes click on the Save button. Click show/hide additional fields to expand/contract the panel to view/edit more client data. Notes Add or edit any notes for the client and save them here. Notes are not visible to the client. PCS Settings The client s Username and Password are entered/modified here. Additional Client and Realtor and/or text messaging addresses can be saved on this tab. Page 3

6 Configure PCS Settings Click on PCS Settings to configure addresses for listing notifications. Multiple addresses can be entered for a single Contact each address will receive the same notification. An address entered on the General tab will display here. This address will be used to advise the client of any new or changed listings. The initial notification contvains a link that is unique to them. This link is their gateway to the PCS website. By default, your address will appear in the Realtor Notification section. Additional addresses can be entered if desired. If the Realtor Notification is left blank, the default will be used for special notifications such as Your client s first sign-on to their website. Enter Notes (optional) If you would like to make any notes regarding a client, go to the Clients tab or Contact List and open the details for the appropriate client. Click Show/ Hide Additional Fields at the bottom of the Basic panel; the form expands to display multiple fields for information. Scroll to the bottom of the page, where you will find the Notes field. This information can only be viewed by the salesperson Notes are NOT visible to the client. Page 4

7 Saving the New Client s Profile Private Client Services (PCS) User Manual Click Save at the bottom of the screen. A confirmation message will appear; confirm Save and whether or to activate the client (meaning immediately search listings and send notifications). Click OK to save and activate the client. Or Click Cancel to save - but not activate - the client (activation can be done later). Closing this message window will return the Contact List. To enter additional contacts to your list: New Contact Select New Contact from the Actions menu (displayed by default). Click GO. Delete Contact Go to the Clients tab. Check the box to the left of the clients name to select. Choose Delete Contact from the Actions menu and click GO. This is a permanent action and cannot be undone. Logon Information Go to the Clients tab. Check the box to the left of the clients name to select. Choose Logon Information from the Actions menu and click GO. This sends the user their logon credentials in an . Page 5

8 Create a Private Client Website Actions The drop down menu beside Actions is the starting point for all PCS configuration activity. The client is referred to as a Contact. All clients, and their search and viewing activity, will be displayed in summary format on the Contact List, which is the INTERFACExpress address book. To add a new contact or setup office branding, click the drop down arrow, select the desired action from the menu, and click Go. For all other actions, select the appropriate client first by checking the box on the left, then select the desired action from the drop down, and click Go. The Views column contains the following icons: Self-Managed New Self-Managed Searches are entered, changed and updated by the client, without requiring (or allowing) any action on the part of the REALTOR A client has entered contact information to the database, via a web form Changes from New to Self-managed after the initial viewing of the entry Changed Self-Managed Changes or updates have been made to this search Read Only Queuing Activated Client is allowed to view the summary of search criteria in use, but cannot make changes or updates; must contact realtor and request changes Queuing allows the realtor to preview listings before they are posted to the client s website. The flashing red Q indicates that new listings have been added to the queue since the last time it was cleared Page 6

9 Enter the Search Criteria 1. Click on PCS Settings/Search and name the search you are creating. Enter the appropriate search parameters based on your client s requirements. New searches can be created or existing searches activated or deactivated. To create a new search, select new search from the drop down and click Go. Search Criteria Add or change information such as the search title and search description. You can also control the client s ability to view the search criteria, see SOLD and OFF MARKET listings and Queue new listings. The Current Search Summary (saved) can also be viewed on this tab. 2. When the search criteria are saved, they are displayed on this panel as a summary and shown to the client in a summary view on their PCS webpage (this is a Read-Only by default). To change this and allow the client to change their search criteria, check the box to Allow. Page 7

10 Click the checkboxes on the panel to set the appropriate options on a per-client basis. The Queue new listings checkbox gives the realtor control of what the client sees, by previewing listings prior to releasing to the client. When unchecked, the default setting makes the client s notifications automatic. When Queuing is enabled, a red flashing displays beside the client name whenever a new listing is added to the queue. The default search is Residential. To change to a Commercial search, click the radio button as shown. To add more options/criteria to a search, click on Show More Search Fields the panel expands to display additional fields for searching on construction details, home features, etc.. Once the panel is displayed, the link changes to Hide More Search Fields By default, the search criteria are visible to the client (the check box is checked). This is a read only view; the client cannot change the criteria. The Allow client to change search criteria gives this client a Self Managed status. (See Self Managed Clients in this manual. To preview the listings and to choose which ones to release (or not) to the client for viewing, click on the check box beside Queue new listings (a green arrow will appear in the box). Otherwise, updates and changes will be sent automatically. When searches are saved for clients, the icon on the Contact List is replaced by indicating Active PCS Client. When a client has more than one search saved, the View column to the left of their name shows and the number of searches is shown in brackets to the right of the name. Page 8

11 Delete Search Go to the Clients tab. Open all the searches applicable to the client. Select the specific search you wish to delete. Choose Delete Search from the Actions Menu and click on GO. Activate Search Go to the Clients tab. Check the box to the left of the Client s name. Click on Activate. A check mark will appear between the checkbox and the binocular symbol - this means the client s search is Active (searches are running and notifications are being sent). Deactivate Search Go to the Clients tab. Check the box to the left of the Client s name. Choose Deactivate. A RED X will appear between the checkbox and the binocular symbol, indicating that the client s search is Inactive (searches are not running). Multiple Searches for a Single Contact A contact can have multiple searches running simultaneously. When creating searches, it is recommended to give them a descriptive name; this way, when they are displayed on the Contact list, it will be faster to select the desired search without opening multiple searches to review the details of each one. For example, if a single contact (client) is looking for both a single family home and a recreational property, or a townhouse and a commercial property, name the searches accordingly. 1. Click to expand and collapse the Contact List and view the status of the multiple searches. Page 9

12 2. Click the name of the saved search to view/change the criteria. The REALTOR will receive an notification that PCS has been setup and that the client has been send a similar notification. When a client logs into their private website for the first time, you will be notified. This notice does not mean the client has viewed any listings on their website, just that they have logged in for the first time. Page 10

13 Default Activation The client will receive an explaining that their PCS account has been activated. This is a direct link to the website - no login is needed. Login information is included in the so the client can go to the website www. privateclientservices.com, select their REALTORS Board/Association and use their ID and Password to access their private website. Default Notification The following is a generic that will be sent to your client when any listings are added to, changed or updated on the PCS website. To set defaults for notifications, see the section titled Default for ALL Clients. Page 11

14 Customized s To customize the notifications for a specific client, click the drop down arrow at the bottom of the page. The names entered on the Contact List will appear; select the name of the client and click the Customize button. The sections on this page allow customization of the client notification message, and the signature that goes in the . Page 12

15 Private Client Services (PCS) User Manual Click the Save Customized s button at the bottom of the panel. The following confirmation dialog appears. Click OK to save the customized message and/or signature and continue. Once the customizations have been saved, a confirmation message appears and PCS returns to the default screen. Note: Once a custom has been written and saved, there is no way to retrieve it or to delete it; there is also no indication of which clients have customized s saved for them. Client s View Upon receipt of the , the client can click the link to go directly to their PCS web page, containing listings that match their search criteria. The initial notification contains a recommendation to bookmark the URL, saving it as a favorite for ease of viewing later. The client view is shown below; clients can see at a glance which listings have changed status, already been viewed, or new listings in the system matching their search criteria. Other status information is displayed on the legend below the window. Realtors can choose whether to include listings that are Off-Market. Page 13

16 Clicking the To View link opens another window, which displays the listing detail. Certain sensitive information contained in the listing file is not made visible to the client (i.e. listing agent, agent info and expiration date). Use the control bar at the top of the page to advance forward and back through the listing detail. The Tag checkbox at the top selects a record for additional action. Click Close to return to the primary window. Any tagged listings in this view will retain their tags for further action in the primary view. If the volume of listings meeting the client s criteria is unmanageable (either too many or too few), return to the appropriate search screen and modify the parameters to reduce or increase the number of listings that match. The client s web page will immediately update to include new listings; no existing listings will be automatically deleted you or your client must tag and remove any listings that are no longer of interest. Page 14

17 Queuing What is Queuing? Queuing the listings is used to preview listings before releasing to the client. Listings can also be manually added to a client s queue. Releasing Queued Listings for the Client to View If you have chosen the option to Queue the listings when setting up a new client, a window will open indicating how many listings are in the queue. Click OK to go to the client private viewing pages. Search Results Listings are displayed when released Visible to Client and REALTOR Removed Listings As clients view listings and determine which ones are not of interest, they can be removed from the primary view. This also shows the realtor which listings are of lesser interest to the client. Visible to Client and REALTOR Queued Listings A holding area where the new/changed listings can be previewed before release to the client. These listings are in the Queue Visible to REALTOR only Page 15

18 Notification will be sent to the client, advising them that their website has been updated and containing a link. Clicking the link will take them directly into their website (without the need for an ID or password). Also included in this notification are instructions for accessing their private website using the generic www. privateclientservices.com, which DOES require a user ID, Password and Realtor s Board/Association name. This generic web address is available from any Internet-connected computer in the world. Note: REALTORS using PCSpro Options 1 or 2 can direct their PCS clients to their home page, where they can sign into PCS. If you choose to not release all of the Queued listings, delete these listings by clicking on Delete to remove them from the Queued Listings tab. Page 16

19 Manually Adding Listings You can add listings to the client s PCS website manually, by entering the MLS# of the listing to add, then clicking the Add MLS# button. The appropriate listing will be added to the queue. It is possible to add any listing by MLS#, even if it does not meet the search criteria. Releasing Queued Listings When there are new listings to be released to the client, the REALTOR will receive a notification. If you have selected to Queue the listings, a Q is displayed in the main Contact list. A flashing Q means there are new or changed listings to be released. Click on the Q to access the Queued Listings. You will be taken directly to the Queued Listings Tab. Check the box to select listings - a green check will appear once selected. Click Release. A confirmation message appears; click OK to confirm. A notification will immediately be sent to the client advising them that their website has been updated. Page 17

20 What does the client receive? Client Notification The client does NOT receive the listings via . They are sent an (or text message) from their REALTOR advising them that their PCS has been activated and/or that new listings are available. The message includes a link to their site and an ID and password (this is only required if they are using or if they sign in through PCSpro on your home page). Clicking the link in the mail will take them directly to their PCS webpage without requiring a login. As new or changed listings are entered into the system matching the search criteria, the client is notified. This notification will advise the client that their website has been updated and again, it includes the link to their website. Private client websites are: Effortless new listing results are continuously and automatically added without repeatedly entering the same search parameters. This means relevant listings are being searched and sent to your clients 24/7 while you are showing houses. Efficient - all appropriate listings are available in one place, easily bookmarked. Clients can review previously viewed properties along with the new, without having to search back through a variety of s. Accessible - all information is stored in one location, accessible from any internet-connected computer, which means your exposure is instantly worldwide! Branded your name, photo and contact info is on every page. This puts your stamp on the webpage; when clients share or information on properties of interest them (to a spouse, friend, etc.) your brand goes with it. Page 18

21 Client View for REALTORS You can view the listings that the client views in their private website, and additional information the client does not see. Click on the Clients Tab. If the client has multiple searches, expand the search list first, by clicking on the triangle to the left of the client name. Click on the binoculars or the Q in the View column. This will take you to the Client View of the listings. From their private website, clients can move listings from the Search Results tab to the Removed Listings tab by checking the box you can monitor website usage on a client by client basis, and observe what listings are on the Search Results tab and what listings are on the Removed Listings tab. Page 19

22 Client View for REALTORS You can also review several items: View multiple searches for this client by clicking on the drop down menu (2). Note: This item is only visible when there is more than one search for the client. Find out the last time the client has accessed the site (3). Find out which properties the client has viewed and how many times (4). A red dot means the listing has not been viewed; a number will indicate the number of times the client has viewed the property. You can review any notes that have been made on the client (5). View the search criteria for that client (6). Clients Without or a Computer Private Client Services is designed for notifying clients via or text messaging. Some of your clients may not have an address but you can use the system to your advantage. Setup the client, with your own address in the Client Notification address. You will receive the notifications on behalf of that client when listings are entered or updated. Then log into the client s PCS website, view and/or print the desired listings. Contact the client by phone, hand deliver or fax them the information. Page 20

23 FAQ How does the client receive the listings? The client receives a notification of new listings available for viewing. The listings themselves are on their private website - thus the name Private Client Services. Does the client see ALL listing information? No, not all listing information is included for the client; however, it is more than what they would see on a national website, similar to the one-per-page client view when printing. What does the REALTOR have to do to the information to the client? The REALTOR doesn t have to do anything, the notifications are automatically sent once the client/pcs is activated, or in the case of Queued listings, when the listings are released for the client to view. My Client can t find their ID and password - where can I find it? Clients do not need the ID and password if they are using the link provided in their . However, if they are using they do. Click the Clients tab, click on the name of the correct client and then go to the PCS settings tab, you will see the ID and password for that client. My client can get into their site, but cannot view the listings - why not? If the client clicks on the link, gets to the site but cannot view the listings (or is kicked back to a login page) a pop-up blocker may be responsible. Check with your client and if they have one, have them turn it off for this specific web site only. There is an alternative website They will need to select their Realtor s board/association and use the ID and password they were assigned. My client can t remember their ID and/or password - where do I find it? The ID and password can be found on the PCS Settings tab for that client Click Clients > Client Name > PCS Settings. This information is only needed if they are using the site. I want to resend the to my client with their specific link and the login information. Go to the Clients tab Check the box to the left of their name From the Actions menu, select login information. Click GO. Page 21